Holded Integrations

Holded's role alongside your online store

Holded brings invoicing, accounting, inventory and contact records together in a single cloud application. For a mid-sized Spanish company selling online, that means each web order has to end up as correct accounting documents without anyone retyping them: the order, the delivery note, the invoice and, if there is a return, the corrective invoice.

In the integration, Holded is the reference for products, their base prices and the stock in each warehouse, while the eCommerce platform generates sales and customers. We define in advance when each document is created in Holded and with what data, because that decision determines whether the books balance at month end without manual adjustments. The same applies to B2B customers on payment terms: their payment method and due dates must come from Holded so the invoice reflects the agreed conditions.

From web order to accounting document in Holded

Each online sale is carried over to Holded with the associated contact (or a new one is created), the lines with their product reference, the taxes applied, shipping costs and payment method. Depending on how you operate, the order first enters as a sales order and is invoiced on dispatch, or the invoice is issued directly once payment is confirmed. Each payment method (card, PayPal, bank transfer or Bizum, if you offer it) is linked to its treasury account, so the payment is recorded and bank reconciliation is straightforward.

Spanish taxation requires attention to detail: VAT according to the product type, equivalence surcharge for retail customers, intra-EU transactions with a European VAT number or exempt sales. We configure each case with its tax and its numbering series in Holded, so the invoice is issued by the ERP rather than the store, avoiding duplicate numbering or invoices that accounting doesn't recognise.

Returns and cancellations follow the same approach: the store reports the return and Holded generates the corresponding corrective document.

How we connect to the Holded API

Holded provides a REST API for reading and writing contacts, products, warehouses and sales documents. Access is authenticated with an API key generated in the account, which we keep on the integration server and never in the browser or the store.

Stock is checked periodically and only updated on the platform when it changes, so neither system is overloaded. Orders are sent to Holded through a queue with retries, and each operation is logged with its response: if a product doesn't exist or a tax field is missing, the order isn't lost, it is flagged for review.

Products with variants need careful mapping: each size, colour or format combination has to match a reference in Holded with its own stock. We also agree what to do with items that exist in the store but not in Holded, such as bundles or gift cards, so the order reaches the ERP complete.

How we approach a Holded integration

Before connecting anything we review the Holded account: unique product references, warehouses, taxes, numbering series and ledger accounts. Many integration problems come from messy master data, and it is cheaper to fix them at the start.

When customer-specific commercial terms are complex, such as negotiated price lists, volume discounts or restricted catalogues for distributors, we decide whether they are managed in Holded or on the eCommerce platform, and document that decision so the whole team knows where each price is changed. The integration shouldn't add work for the accounts team: no technical fields to fill in and no new manual steps. If an order needs attention, it is flagged with the reason and everything else flows on its own.

We connect Holded with PrestaShop, Shopify, WooCommerce and Adobe Commerce (Magento), and with marketplaces when stock has to be shared across several channels.